ASSESSMENT 3: PRACTICAL DEMONSTRATION

Overview

For this assessment you are to demonstrate that you have the skills and knowledge to: 

• Record and produce minutes of the meeting

In this assessment you will participate in a meeting based on a simulated scenario, take notes and write the minutes. 

Scenario:

The Government is seeking feedback from international students about their experience in Australia. As an international student, you have been invited to participate in a meeting to discuss and evaluate the international student experience. 

There will be two meetings:

Meeting 1

The purpose of this meeting is to discuss the benefits and the downside of being an international student.

Meeting 2

The purpose of this meeting is to suggest how the international student experience can be improved. 

The outcomes of the meetings will be sent to the government as part of their study into international education.

You will be required to participate in one of the meetings and to observe the other one and take notes. Upon completion of the meeting you are to work individually to prepare the minutes from the notes you took during the meeting. 

The objective of this assessment is to document meeting minutes. Minutes must be completed accurately and correctly reflect the proceedings of the meeting, including the discussions, decisions and agreed actions.

Your assessor will want to see that you can:

• Listen for specific information during meetings 

• Ask questions and listen to responses to clarify understanding when participating 

• Use appropriate communication techniques

Each meeting will go for approximately one hour.

Tasks:

Part A: Preparing for the meeting

You have been asked to help to organise the meeting. Select one of the two meetings and prepare and distribute the documentation.  You need to include:

• Notice of the meeting, topic, date, time and location and who is invited to attend. Make it attractive and include something to attract students to attend e.g. free drinks or food

• Agenda – with meeting details and simple program schedule

The meetings will be held in your classroom during class time. Ask your trainer for the date and the time for each meeting.

Prior to the meeting, prepare spare sets of the agenda for distribution to participants.

Meeting format:

During the meeting the participants are to hold a general discussion about the topic with everyone contributing ideas and opinions. They are then to summarise the generally agreed views.

Your assessor will chair the meeting and will introduce the topic.

Part B: Taking minutes

Instructions:

For one of the meetings you organised in Part A, you are to participate together with half of your class. The other half of the class will observe, take notes and then write up the minutes.

You will then swap roles. During the other meeting, you will observe, take notes and write the minutes.

As minute taker:

1. During the meeting, take notes with enough speed and accuracy to ensure an accurate record of the meeting. (Ensure that you know the names of the participants beforehand)

2. Following the meeting, write up the minutes, ensuring that they reflect a true and accurate account of the meeting. Use a standard template for minutes. Make sure you include all relevant details such as date, time, place, participants, chair, purpose, presentations, topics discussed, outcomes.

3. Check the minutes for accuracy and submit for approval by the Chairperson.

4. Circulate copies of the minutes to other participants and the Chairperson. You need to do this within designated timelines. Ask your assessor for the due date. Keep your original or marked-up drafts and submit with the minutes to your Assessor.

You can decide how you are going to distribute the minutes in the most efficient way e.g. by hand or email. 

You will be assessed on your ability to produce minutes which accurately reflect what was discussed during the meeting. You will also be assessed on your ability to write minutes that are written in suitable language and fee from errors of spelling, grammar and punctuation.